OP0310-PARE AN APP FOR VOLUNTEERS IN DENMARK
Authors: J. Lange
Journal: Annals of the Rheumatic Diseases (2022)

Background The Danish Rheumatism Association wanted to improve its communication with and between its volunteers. We had an existing system that worked like a database of information, but our volunteers found it difficult and lacking the needed information. Furthermore, they wanted to be in closer contact with other volunteers with similar functions in the organization to be able to share ideas and learn from each other. Objectives We wanted to find a platform with which we could increase the connectability between our volunteers across the organization as well as making existing information more accessible for them. We also wanted an easier way of contact to our volunteers that did not require them to use their e-mails. Methods First we identified the tasks we wanted our “solution” to solve. Then we decided that the ideal tool for this probably would be an App that supported the connectability as well as a “database” with documents and instructions in which we could present important and useful information to our volunteers. We searched the marked for platforms and invited three companies to make a presentation on how their product could support our ideas and wishes. After the presentation, we settled on the solution with the best connectability functions, as we wanted to present our volunteers with a completely new experience of contact with the organization and each other. We introduced the App on a big conference for our volunteers we have every two years. We had a big workshop planned with instruction and tests, where our volunteers could try the App and its functions. Prior to the conference, we had sent out instructions to all the participants on how to install the app, and registered them as users of the app, making sure all was in place and ready for the conference and our introduction. Results We found, that instructing such a large group of people all at once proved to be more demanding than we had expected. After the conference, we continued with the introduction of the app to new volunteers as well as sending information and updated instructions to existing app- users. We have found that the introduction of this new app has been quite a success. We now have a platform for easy and fast communication to and between all our volunteers, as well as access to relevant news and important information from the organization about their roles and tasks as volunteers. It has been quite a time-consuming task to implement the app and we have invested a great deal of working hours making sure the app would be used by our volunteers. We have found it necessary to develop a separate communication plan to ensure our volunteers accept and remember the app as an important working tool. Conclusion We found, that instructing such a large group of people all at once proved to be more demanding than we had expected. After the conference, we continued with the introduction of the app to new volunteers as well as sending information and updated instructions to existing app- users. We have found that the introduction of this new app has been quite a success. We now have a platform for easy and fast communication to and between all our volunteers, as well as access to relevant news and important information from the organization about their roles and tasks as volunteers. It has been quite a time-consuming task to implement the app and we have invested a great deal of working hours making sure the app would be used by our volunteers. We have found it necessary to develop a separate communication plan to ensure our volunteers accept and remember the app as an important working tool. Disclosure of Interests None declared